Executive Assistant - London, United Kingdom - Resource Solutions

Resource Solutions
Resource Solutions
Verified Company
London, United Kingdom

3 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

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Description

Primary Responsibilities:


An experienced Executive Assistant is required to provide a fast and efficient service to assigned stakeholders and respective teams within the Technology division.

This role will be working alongside a team of Assistants, this individual will be required to develop trusting relationships and promote the value of teamwork throughout the organisation.


Key responsibilities include:


  • Diary management
  • Managing very busy schedules and providing proactive diary management for senior stakeholders, ensuring there are no clashes and using initiative to find resolutions and workarounds. Consider any logistics challenges such as external locations or spanning across time zones.
  • Quickly understanding senior managers' key clients, stakeholders, and priorities to enable proactive response and ability to preempt requirements.
  • Client liaison.
  • Ability to manage complex meetings consisting of both client and internal meetings with senior stakeholders across the Firm.
  • Arranging all meetings including logistics such as booking conference calls, meeting rooms, catering and AV).
  • Intercepting and resolving queries and issues wherever feasible to minimise impact on Managers.
  • Act as point of contact for wider team dealing efficiently and politely with requests from clients and other departments.
  • Building strong networks with internal and external counterparts. Developing good working relationships with other Assistants across regions and divisions.
  • Tracking outstanding actions and information requests on behalf of Managers, chasing responses and updates when required.
  • Collating agendas for key meetings.
  • Preparing, printing and collating all meeting documentation, as required.
  • Attending meetings to take minutes and capture actions, as required.
  • Coordinating and booking all travel, including flights, hotels, currency, taxis etc. within the Firmwide Expense Policy.
  • Ensuring itineraries are organised in advance of business trips, along with any visas and country specific information/policies, as relevant.
  • Processing expenses in a timely manner within Firmwide policy.
  • Providing administrative support for any ad hoc projects, including offsites, onsites, social events, etc.
  • Extensive verbal and written interaction with internal colleagues and external parties.
  • Implementing/maintaining filing systems, as relevant.
  • Working with buddy to ensure consistent Assistant coverage during lunch breaks, holidays and sickness.
  • Ensuring handover notes are kept up to date for ease of coverage.
  • Managing space/desk moves for the team.
  • Providing phone Coverage for managers and other assistants.

Skills required:

  • Proven track record in a similar role.
  • Ability to maintain confidentiality on all aspects of workload.
  • Confident and friendly personality required someone who is approachable and able to liaise with people at all levels to achieve work goals.
  • Ability to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently.
  • Proactive, 'can do' approach able to extract information from busy managers.
  • Ability to use own initiative and judgment.
  • Highly organised and capable of multitasking to meet deadlines.
  • Large amount of flexibility.
  • Articulate; an effective communicator with clear and concise written and verbal communication skills.
  • Discreet, professional manner.
  • Attention to detail.
  • Good organisational skills and able to follow up outstanding items, as necessary.
  • Strong team player.
  • Excellent time/priority management skills.
  • Resilience able to work through demanding tasks and learn from them, grow stronger and capable to overcome hard things in the future.

Job Types:
Full-time, Fixed term contract

Contract length: 6 months


Salary:
£22.00-£28.00 per hour


Schedule:

  • Day shift
  • Monday to Friday
  • No weekends

Work authorisation:

  • United Kingdom (required)

Work Location:
Hybrid remote in London


Reference ID:

DP MS
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